ASFA Advisory Board Meeting
(NOAA, USA, 25-28 May 1999)
q 1. Opening of the Meeting
q 2. Administrative Arrangements
q 3. Election of Chairpersons and Rapporteurs
q 4. Adoption of the Agenda
q 5. Adoption of the Summary Report of the 1998 ASFA Advisory
r 5.1 Matters Arising from the last (1998) ASFA Advisory Board
q 6. Status of the ASFA Partnership
r 6.1 Report on Intersessional Activities of the ASFA Partners
r 6.2 New and Potential ASFA Partners
r 6.3 Co-operation with AGRIS
r 6.4 ASFA Partnership Agreement
r 6.5 ASFA Publishing Agreement
q 7. ASFA Scope, Coverage, Monitoring and Timeliness
q 8. ASFA Products and Services
r 8.1 Quality of Outputs
r 8.2 New Outputs and Services
r 8.3 Public Relations Activities and Marketing
r 8.4 Partner Entitlements
r 8.5 Increasing Distribution of ASFA Information Products and
q 9. Progress with Machine Readable Input
q 10. Report on ASFA Training Activities
q 11. Status of ASFIS Reference Series Publications
r 11.1 ASFIS-1, Serials Monitored for the ASFIS Bibliographic
r 11.2 ASFIS-2, Subject Categories and Scope Descriptions
r 11.3 ASFIS-3, Guidelines for Bibliographic Description
r 11.4 ASFIS-4, Guidelines for Abstracting
r 11.5 ASFIS-5, Guidelines for Indexing
r 11.6 ASFIS-6, ASFIS Aquatic Sciences and Fisheries
r 11.7 ASFIS-7, Geographic Authority List
r 11.8 ASFIS-8, Taxonomic Authority List
r 11.9 ASFIS-9, Database User Guide
r 11.10 ASFIS-10, Authority List for Corporate Names
r 11.11 ASFIS-11, Magnetic Tape Specifications and Record
q 12. Expanded Language Capability in ASFA
q 13. ASFA Trust Fund
r 13.1 Status of the ASFA Trust Fund
r 13.2 New Proposals
r 13.3 Proposal underway, pending further discussion, and
q 14. Other Business
q 15. Place and Date of the Next Meeting
(Only Annexes 1, 1a and 2 are included)
1. List of Participants (ASFA/99/1b)
1a. Abbreviations Used in Body of Report
3. FAO Report (ASFA/99/3)
4. IOC Report (ASFA/99/4)
5. UN/DOALOS Report (ASFA/99/5)
6. ICES Report (ASFA/99/7)
7. ICLARM Report (ASFA/99/8)
8. IUCN Report (ASFA/99/9)
9. PIMRIS Report (ASFA/88/10)
9a. Communication between Ganeshan Rao (PIMRIS Coordinator)
10. Argentina (INIDEP) Report (ASFA/99/11)
11. Australia (CSIRO) Report (ASFA/99/12)
12. Canada (Fisheries and Oceans) Report (ASFA/99/14)
13. Chile (IFOP) Report (ASFA/99/15)
14. China, People's Republic (NMDIS) Report (ASFA/99/16)
15. Cuba (CIP) Report (ASFA/99/17)
16. Estonia (EMI) Report (ASFA/99/18)
17. France (IFREMER) Report (ASFA/99/19)
18. Germany (BF) Report (ASFA/99/20)
18a. BF Trust Fund Proposal, Improvement of the ASFA Database
19. Greece (NCMR) Report (ASFA/99/21)
20. India (NIO/NICMAS) Report (ASFA/99/22)
21. Japan (JFRCA) Report (ASFA/99/24)
22. Lithuania (Ichthyobank)Report (ASFA/99/25)
23. Kenya (KMFRI) Report (ASFA/99/26)
24. Mexico (DGB) Report (ASFA/99/27)
25. Norway (IMR) Report (ASFA/99/29)
26. Poland (SFI) Report (ASFA/99/30)
27. Portugal (IPIMAR) Report (ASFA/99/31)
28. Russia (VNIRO) Report (ASFA/99/32)
29. Spain (IE0) Report (ASFA/99/33)
30. Sweden (IMR) Report (ASFA/99/34)
31. Ukraine (YugNIRO) Report (ASFA/99/35)
32. United Kingdom (PML) Report (ASFA/99/36)
33. USA (NOAA) Report (ASFA/99/37)
34. Cambridge Scientific Abstracts (CSA) Report (ASFA/99/38)
35. Publishing Agreement between FAO and CSA (paragraphs 5, 6
and Exhibit F
36. Report on Follow-up to Review of the Monitoring by Partners...
(Ms Wibley). (ASFA/99/41)
37. CSA Calculation of Royalty Payment (ASFA/99/42)
38. ASFA Trust Fund Status (ASFA/99/43)
39. FAO Trust Fund Proposal: Support to FAO ASFA Secretariat
40. ASFA Information Products and Services (incl.1999 prices)
41. Increasing Distribution of ASFA Products in Developing
Countries (Ms Cochrane)
42. NISC Report to the ASFA Board May 1999 (ASFA/99/47)
43. Locating and Citing Electronic Journals from the Web by CSA
44. YugNIRO comments concerning Quality of Outputs
45. List of Past Meeting Places (ASFA/99/50)
46. Decisions and Actions Agreed by Participants
1. OPENING OF THE MEETING
The Aquatic Sciences and Fisheries Abstracts (ASFA) Advisory Board
held its annual meeting at the National Oceanic Atmospheric
Administration (NOAA), Library and Information Service, NOAA
Central Library located in Silver Spring, Maryland, USA from 25 to 28
The Meeting was attended by 26 participants from: 14 National ASFA
Partners, 2 International ASFA Partners, 3 UN, ASFA Co-sponsors,
the ASFA Publishing Partner, and 1 observer. The names and
addresses are listed in Annex-1 (the abbreviations used in the Report
are listed in Annex-1a).
Dr K. Schnebele (Deputy Director of NOAA) and Dr J. Everett (Head
of NOAA Fisheries publications) opened the Meeting and welcomed
the participants to NOAA. The structure of NOAA was described
including those services of particular interest to the ASFA Advisory
Board such as the Library and the National Marine Fisheries Service.
Dr Schnebele mentioned the valuable work performed by the ASFA
Partners and wished the Board a successful Meeting. Dr G. Barton
(NOAA, Environmental Information Services Office), who was, in the
past, responsible for NOAA’s participation in ASFA, explained the
many information products and services produced and offered by
2. ADMINISTRATIVE ARRANGEMENTS
Ms J. Beattie (NOAA) presented this Agenda Item.
3. ELECTION OF CHAIRPERSON AND RAPPORTEURS
Ms H. Cameron (DFO) was elected Chairperson of the Board Meeting.
Mr R. Pepe (FAO) was appointed Rapporteur and Mr M. Tapaswi
(NIO/NICMAS) as assistant Rapporteur.
4. ADOPTION OF THE AGENDA
The Agenda adopted by the Board is attached as Annex-2, with the
r 6.1.4 Standard Report elements (to include in Partners Reports)
r 13.3 Proposals underway, pending further discussion and
5. ADOPTION OF THE SUMMARY REPORT OF THE 1998
ASFA ADVISORY BOARD MEETING
The Report of the 1998 ASFA Advisory Board Meeting (Rome) was
adopted by the Board.
5.1 Matters Arising from the Last (1998) ASFA Advisory Board
The "Decisions and Actions" agreed by the Participants at the last
(1998) ASFA Advisory Board Meeting (ASFA/99/2) were reviewed
by the Chair.
The status or action taken for each item (1-76 below) is reported in
bold italics directly after that item. Where appropriate, discussions are
referred to the appropriate Agenda item in this Report.
(Note: The page numbers referred to in items 1 to 76 refer to the
1998 Board Meeting Report.)
1-3. No action required.
4. PML agreed to contact Mr. Moulder ... regarding ... the paper
"ASFA-Challenges and Opportunities after the First 25 Years" before
including it on the FAO or IOC Homepages. (pg.5)
– PML reported that the paper could be included on the FAO
Homepage as long as clear recognition of the source was indicated.
5. BF agreed to submit a revised table of the Partner’s database
statistics, which it tabled at the Meeting, for inclusion in the final
– FAO reported that it received the revised table from BF and
included it in the 1998 ASFA Board Meeting Report as Annex-34a.
6. No action required.
7. FAO agreed to pursue the recruitment of ASFA Partners in
Spain ... .(pg.7) - See Agenda item-6.2.1 .
8. PML (UK) and IOC agreed to follow up ... potential contacts in
Arab countries ... (pg.7) - See Agenda item-6.2.2..
9. DGB (Mexico) & NOAA (USA) agreed to follow up ... potential
ASFA Partner in Brazil(pg.7) - See Agenda item-6.2.2.
10. FAO agreed to follow up ... regarding an eventual Partner in
Ireland. (pg.7) - See Agenda item-6.2.2.
11. FAO agreed to follow ... request ... received from the
Philippines ... (pg.7) - See Agenda item-6.2.2.
12. PIMRIS agreed to investigate the possible participation of New
Zealand in ASFA. (pg.7) - See Agenda item-6.2.2.
13. IOC agreed to follow up regarding the status of Portugal’s
participation in ASFA. (pg.7) - See Agenda item-6.2.2.
14-16. No action required.
17. The Board agreed to suspend the Australian (CSIRO) ASFA
National Partner’s entitlements until such time as it resumes input
preparation ... (pg.8).
-FAO reported that this was done. It also reported that the
entitlements had been re-instated as the Australian ASFA National
Partner had resumed its participation in ASFA.
18. The Board requested FAO to notify CSIRO of this decision.
(pg.8). - Same as above.
19. FAO (ASFA) agreed to keep the Board informed of the changes
decided for AGRIS.(pg.8) - See Agenda item-6.3..
20. FAO agreed to provide CSA with ... new contact in AGRIS,
regarding the aquaculture records provided to CSA by AGRIS. (pg.8)
– FAO reported that this was done.
21. Regarding the Publishing Agreement between FAO and CSA ....
(pg.8) - See Agenda item-6.5.
22. The Board agreed to establish a Working Group (IOC (Chair),
NOAA, CSA, BF, FAO) to review the ASFA Subject Categories ...
(pg.9)–See Agenda item-11.
23. The Board agreed that the importance of Internet as a source of
information is growing and that a guideline for including material
would be useful. (pg.9) – See next Agenda item-7.
24. CSA and NOAA agreed to investigate ways of locating electronic
journals .... (pg.9) – See next Agenda item-7.
25. Regarding some core journals appearing in ASFA without
abstracts, CSA agreed to consider the preparation of abstracts for the
papers contained in these journals ... (pg.9) – See next Agenda item-7.
26-34. No action required.
35. The Board agreed that CSA should allow records to go into the
magnetic tape and IDS versions of ASFA as soon as they are
processed. (pg.11) – See Agenda item-8.1.1.
36. The Board agreed that Partners would identify core and non core
titles on their monitoring lists ... (pg.11) – See Agenda item-7.
37. No action required.
38. Regarding the difficulty in replacing corrected IOC records sent to
CSA .... (pg.11) – See Agenda item-8.1.
39-44. No action required.
45. CSA agreed to provide ... an update on ... diacritical marks as
regards the ASFA database vendors (CD-ROM producers) which are
not able to handle them). (pg.12) – See Agenda item-12.
46. CSA agreed to review the situation of pricing of the ASFA CD-
ROM with SilverPlatter and NISC. – See Agenda item-8.1.1.
47. The Board agreed to YugNIRO’s suggestion ... requesting that the
Publishers include a statement on the title page declaring that the
journal is indexed by ASFA. (pg.12)
– PML reported that they had done this.
48. CSA agreed to investigate ... a yearly poster describing ASFA for
distribution to Partners and other users of the ASFA products and
services. (pg.12) – See Agenda item-8.3.
49. NOAA suggested that Partners bring all the papers, search guides,
etc., that they have prepared on how to search/use ASFA to the next
Board Meeting for exchange. (pg.13) - See Agenda item-8.3.
50. No action required.
51. CSA agreed to the FAO proposal to increase distribution of the
ASFA information products and services to Low Income Food Deficit
Countries (LIFDC) in Africa ... (pg.13) – See Agenda item-8.5.
52. FAO agree to send the list of LIFDC countries to the Partners.
(pg.13) – See Agenda item-8.5.
53. The UN ASFA Partners (present at the meeting) agreed to co-
ordinate their efforts regarding the identification of recipient
institutions. (pg.13) – See Agenda item-8.5.
54. FAO agreed to seek donor funding (to assist in the dissemination
of the ASFA products and in the eventual training to use such products
in LIFDC) ... (pg.13) – See Agenda item-8.5.
55. No action required.
56. FAO agreed to put the updated ASFA Monitoring List on the
ASFA Homepage ... (pg.13) - See Agenda item- 11.
57. FAO agreed to include the current version of the ASFIS-2, Subject
Categories and Scope Descriptions on the ASFA Homepage. (pg.14) –
See Agenda item-11.
58. CSA reported that it has produced a list of Geographic terms ...
(pg.14) – See Agenda item-11.
59. The Board agreed that if a paper being prepared as input for ASFA
mentioned a statistical area (e.g., FAO Fishing Area 01 or NAFO
Fishing Area) this information should be included as per the examples
in the "Identifier" field. FAO agreed to reflect this decision in the
Indexing Guidelines. (pg.14) – See Agenda item-11.
60. Regarding the maintenance of the ASFIS-10, Authority List for
Corporate Names ... (pg.15) - See Agenda item-11.
61. No action required.
62. CSA agreed to follow up ... capability to handle diacritical
marks ... (pg.15) - See Agenda item-12.
63. The Board agreed to the ASFA Trust Fund proposal A systems
analysis specification for a Windows-based data entry software
(ASFISIS/WIN) (see Annex-47 of 1998 Report). The results of this
Trust Fund proposal will constitute the Terms of Reference for the
Consultant/s who will develop ASFISIS/WIN. (pg.15) – See Agenda
64. The Board agreed to increase to $10,000 the total of funds for the
proposal Supporting attendance to Board Meeting (see Annex-10 of
1998 Report). (pg.15) – See Agenda item-13.3.
65. The Board agreed to delete mandatory requirement "number 2"
contained in the Criteria adopted by FAO for using these funds to
support attendance at the Board Meeting (see Annex-10 of 1998
Report). Mandatory requirement number 2 states that: "The same
ASFA Partner may not request funding more that once every four
years". (pg.15) –
- FAO reported that this was done.
66. The Board agreed that a letter should be sent, with the invitation to
the next Board Meeting, reminding Partners that funds are available,
according to a "Criteria", to support attendance at the ASFA Board
Meeting ... (pg.15) – See Agenda item-13.3.
67. The Board agreed to the proposal Support to ASFA Secretariat for
1999 ... (pg.16) – See Agenda item-13.3.
68. The proposal Maintenance of ASFIS-6 Thesaurus ... was
postponed ... (pg.16)–See Agenda item-13.3.
69. Regarding the proposal Conversion of ASFA Printed journals into
machine readable format ... (pg.16) – See Agenda item-13.3.
70. Regarding the proposal Creating a master ASFA Database (No
written proposal) BF and FAO agreed to finalise the details of this
proposal which has been approved in principle by the Board. The
proposal would result in a master file (1975 to present) being created
by BF .... This file would be made available to the ASFA Partners ... .
The ASFA Trust Fund would provide BF with $ 15 000 to buy
computer equipment which would assist in the creation of the Master
File. (pg.16) – See Agenda item-13.3.
71. The Board agreed to the proposal Extension of ASFA Potential in
Lithuania ... (pg.16) – See Agenda item-13.3.
72. The Board agreed to the UK proposal. The Coverage of Fishery
Economics and Related Subjects in ASFA ... (see Annex-22 of 1998
Report). (pg.16) – See Agenda item-13.3.
73. NOAA offered to host the next ASFA Advisory Board Meeting in
Washington DC (USA) in May 1999.(pg.17) - Done
74. NIO offered to host the Meeting in Goa, India the following year
(2000). (pg.17) – See Agenda item-15.
75. France (IFREMER) offered to host the Meeting at Brest in 2001.
(pg.17) – No action required.
76. Sweden (IMR) offered to host the Meeting in 2002. (pg.17) – No
6. STATUS OF ASFA PARTNERSHIP
6.1 Report on Intersessional Activities of the ASFA Partners
6.1.1 United Nations Co-sponsors
184.108.40.206 FAO - Dr Grainger presented the FAO Report (Annex-3). He
stated that as the number of ASFA Partners grows, the FAO role in
ASFA would increasingly favour the development and support aspects
of the system rather than the preparation of records. He also mentioned
the negotiations between CSA and FAO regarding the new Publishing
Agreement and informed the Meeting that FAO would be seeking their
adoption, in principle, of the Agreement during this Meeting under
Aspects of the FAO information system (FIGIS) were clarified, e.g.,
FIGIS will be available on the Internet, and FIGIS is not a replacement
Dr Cort (FAO) noted that as the Partnership grew in number it created
increasing responsibilities and workload for the ASFA Secretariat and
requested ideas from the Partnership as to how the Secretariat might
deal with the situation.
220.127.116.11 IOC - Mr Pissierssens presented the IOC Report (Annex-4).
With regard to the corrected IOC records in the database, Dr Kirchner
(BF) noted that such corrected records could not be incorporated
retroactively in all of the ASFA products, and this would create a
number of "different" ASFA databases.
18.104.22.168 UN/DOALOS - Mr Gruszka presented the UN/DOALOS
22.214.171.124 UNEP - (not present, no Report submitted) – FAO reported
that UNEP was restructuring and undergoing staff changes, and
therefore contact with UNEP regarding ASFA was interrupted. FAO
agreed to follow up on the status of UNEP’s participation in ASFA.
6.1.2 ASFA Partners
126.96.36.199 Argentina (INIDEP) - (not present, Report submitted) (Annex-
188.8.131.52 Australia (CSIRO) - (not present, Report submitted) (Annex-
184.108.40.206 Canada (NRC) - Ms Cameron presented the DFO Report
220.127.116.11 Chile (IFOP) - (not present, Report submitted) (Annex-13).
18.104.22.168 China (NMDIS) - Mr Yang Ying presented the NMDIS
22.214.171.124 Cuba (CIP) - Ms Marisela Ceballos presented the report for
Cuba and Mr Cort (FAO) provided translation (Annex-15).
126.96.36.199 Estonia (EMI) - Ms Kalenchits presented the Report for EMI
188.8.131.52 France (IFREMER) - Ms Prod'homme presented the
IFREMER Report (Annex-17). The Chair noted the important issues
and marked them for further discussion: missing records in database vs
CD-ROM (Agenda item-7), ASFA CD-ROMs for publicity purposes
(Agenda item-8.4), and Entitlements (8.4).
IFREMER was congratulated on its publicity efforts regarding ASFA
in France which also resulted in new subscriptions to the product.
184.108.40.206 Germany (BF) - Dr Kirchner presented the BF Report (Annex-
18) and a table of database statistics regarding Partners' input and its
appearance on the ASFA database.
CSA noted that the BF statistics did not match their statistics. BF and
CSA agreed to investigate the discrepancies.
In reply to BF’s request for an ASFA production quality control
system on the Internet, CSA mentioned its "Web Display of ASFA
Contributions" which is a means for Partners having Web access to
monitor the status of records submitted to CSA (see CSA Report
Although the Baltic or Helcom database may be suspended, the
possibilities of using the Baltic Seaweb map to search and/or advertise
the ASFA database on the Web was discussed. As an advertising
mechanism, the retrieved ASFA records could be made to contain only
partial citation information (with pointers to information available in
BF emphasized the need for an ASFA database which is timely and
accurate and suggested that future ASFA Trust Fund proposals be
designed to address specific problems, so as to result in a direct
improvement to the ASFA database. In this regard, BF mentioned its
$15,000 Trust Fund proposal to clean up the ASFA database (1975 to
present) of errors and then to provide to FAO, who is the owner of the
ASFA database on behalf of the ASFA Partners, a clean copy of the
entire database (for distribution to the ASFA Partners).
220.127.116.11 Greece (NCMR) - Ms Goulala, presented the NCMR Report
18.104.22.168 ICES – Ms Ovens presented the Report for ICES (Annex-6).
22.214.171.124 ICLARM and IUCN - (not present, Reports submitted) (as
Annexes-7 and 8, respectively).
126.96.36.199 India (NIO/NICMAS) - Mr Tapaswi presented the NIO
Report (Annex-20). It was noted that the method used by NIO to stop
entitlements to one of its sub-centres, which was not providing input,
was the same as that for National Partners (see procedure described in
last year's Report-page 33 of Annex-2).
Regarding the Indian Ocean bibliography, some Partners queried the
overlap with ASFA. NIO reported that although the overlap was
inevitable, the database contains unique records as it is not limited
188.8.131.52 Japan- (not present, Reports submitted) (Annex-21).
184.108.40.206 Kenya (KMFRI) – Mr Odido presented the KMFRI Report
220.127.116.11 Lithuania – Ms Kargaudaite presented the Ichthyobank
18.104.22.168 Mexico (DGB) – (not present, Report submitted) (Annex-24).
22.214.171.124 Norway (IMR) – Mr Bjoerke presented the IMR Report
126.96.36.199 PIMRIS – Mr Rao presented the report for PIMRIS (Annex-
188.8.131.52 Poland (SFI) – Ms Brzeska presented the SFI Report (Annex-
184.108.40.206 Portugal (IPIMAR) - (not present, Report submitted)
220.127.116.11 Russia (VNIRO) – (not present, Report submitted) (Annex-
18.104.22.168 Spain (IEO) – Mr Cort presented the Report on behalf of IEO
22.214.171.124 Sweden (IMR) - Dr Oresland presented the IMR Report
(Annex-30). He noted that the number of Swedish journals available to
IMR for input purposes has decreased because Swedish scientists
prefer to publish in foreign journals. IMR is monitoring the Swedish
grey literature (Reports, thesis etc.), concentrating its efforts on
126.96.36.199 Ukraine (YugNIRO) - Dr Romanov presented the YugNIRO
188.8.131.52 United Kingdom (PML) - Ms Noble presented the PML
184.108.40.206 USA (NOAA) - Ms Beattie presented the NOAA Report
(Annex-33). She noted the high percentage of electronic publications
which disappear from the Web after a certain period of time. The
Partners recognised this as an issue for discussion under Agenda item-
220.127.116.11 ASFA PUBLISHER (CSA) - Ms Hitti presented the CSA
Report (Annex-34). She addressed some of the concerns expressed by
Partners during the presentation of their Reports. Regarding the
problem of timeliness, reference was made to the "Recent References"
service available on the CSA Web site, and regarding the problem of
logging Partner’s input, the "Web display of Partner's input" was
mentioned. Dr Emerson demonstrated this utility to Partners.
18.104.22.168 NISC – Ms Crampton presented a report for NISC (Annex-
42). NISC agreed to supply all ASFA Partners (on demand) with a
free one month trial subscription to the NISC CD-ROM products
containing ASFA and/or the access to the NISC Web site.
6.1.4 Standard Report Elements (to include in Partners' Reports)
The Board agreed that the following information should be
considered for inclusion, when relevant, in all Partners' Reports:
1. Complete institute name and address information.
2. Board Member and input staff names.
3. Input statistics.
4. Distribution list for complimentary ASFA entitlements.
5. Usefulness of ASFA products to your users (e.g., some user
feed back on ASFA products).
6. Changes to monitoring list information (e.g., titles added,
7. Problems, and
8. ideas for development of and improvements to ASFA,
including trust fund proposals.
Reports should be kept to one or two pages. However, Partners with
sub-centres, CSA and the ASFA Secretariat (FAO) would probably
have longer reports.
6.2 New and Potential ASFA Partners
6.2.1 Admission of New Partners
Four new ASFA Partners, Bulgaria, Italy, Morocco, and Spain were
welcomed into the ASFA Partnership.
Spain has been trained in the ASFA input methodology and is already
operative (i.e., submitting input). Italy is waiting anxiously to be
trained as is Morocco. See FAO Report (Annex-3) for full names of
6.2.2 Consideration of Potential Partners
a) Arab Countries – at the last Board Meeting: "PML (UK) and IOC
agreed to follow up on identifying potential contacts in Arab countries
visited by David Moulder". No action.
b) Brazil – at the last Board Meeting: "DGB (Mexico) and NOAA
(USA) agreed to follow up on identifying a potential ASFA Partner in
r NOAA reported that it had lost the contact but would continue
its efforts to identify a potential partner.
c) Ireland – at the last Board Meeting: "FAO agreed to follow up on
a contact provided by BF regarding an eventual Partner in Ireland". No
d) Philippines – at the last Board Meeting: "FAO agreed to follow up
on a request that it received from the Philippines Council for Aquatic
and Marine Research and Development".
r FAO reported that it had discussed the matter with an expert
from the Region and decided that the organisation may not be
the best suited choice.
e) PIMRIS agreed, at last the Meeting, to investigate the possible
participation of New Zealand in ASFA.
r PIMRIS tabled a report (Annex-9a) regarding the possible
participation in ASFA of the National Institute of Research and
Atmospheric Research (NIWA) in New Zealand. FAO agreed
to follow up on this matter.
f) Portugal (existing National Partner) – at the last Board Meeting
IOC agreed to follow up on the status of Portugal’s participation in
r Both IOC and FAO reported difficulties in establishing
contacts with this ASFA Partner. FAO made contact a few
months ago and found high interest in resuming participation in
ASFA, but there were staff problems and problems in
submitting input in machine readable format. FAO offered to
convert (key) paper input from Portugal for a short period until
they could be trained in ASFISIS input methodology. FAO
agreed to continue following up on the status of Portugal’s
participation in ASFA.
g) Korea – FAO reported that it had hired a consultant to identify an
ASFA input centre in Korea considering that Korea is one of the major
fishing nations in the world.
h) CPPS (Permanent South Pacific Commission) – FAO reported
that this Commission would be approached as a possible regional
ASFA Partner for Colombia, Peru, Chile, and Ecuador. At any rate,
Peru is willing to become a Partner. Discussion will take place with
CPPS and Peru to try and find a solution.
i) West Africa – IOC mentioned recent efforts in West Africa
(RECOSCIX-CEA) to establish information systems and networks and
their eventual adherence to ASFA. One of the centres (Côte d’Ivoire)
has already made some first attempts to establish contacts with FAO
j) SIPAM (Information System for Promotion of Aquaculture in
Mediterranean) - The Regional Centre in Tunisia has hired a
documentalist and computer specialist. The documentalist will be
trained in the ASFA input methodology in the near future.
Recruitment of New Partners
Considerable discussion followed regarding the need for a strategy for
recruiting new ASFA Partners.
IOC suggested identifying the material (e.g., journals, books etc.)
missing from ASFA and then recruiting a Partner who could cover
such materials. The Partner could be a Regional rather than a National
The problem of input quality in relation to number of input produced
per year was discussed. When a centre produces a small number of
records, it is difficult to remember and apply the many ASFA rules and
procedures for input preparation. It was suggested that Partners having
little input might be made to take on the monitoring of Partners with
too much input. The Board agreed that this might be considered but
only on a voluntary basis.
The Board agreed on the need for a strategy to increase the coverage
of ASFA, but not on the need for a criteria for joining ASFA, because
this was already discussed and agreed at the last ASFA Board
Meeting. FAO and IOC agreed to work on such a strategy.
6.3 Cooperation with AGRIS
Cooperation between ASFA and AGRIS continued. Regarding the
aquaculture records provided to CSA by AGRIS, AGRIS agreed to
provide these records under the condition that CSA made them
available to users free of charge. The AGRIS aquaculture records will
appear as a separate file on CSA’s IDS. NISC continues to include this
file on their Aquatic Biology, Aquaculture and Fisheries Resources
Regarding the development and maintenance of an input and retrieval
system to replace the DOS based ASFISIS, ASFA and AGRIS have
agreed to investigate the possibility of co-operating in the design of
the system and in the sharing of the development costs. See Agenda
6.4 ASFA Partnership Agreement
FAO noted that the Partnership Agreement (signed by all Partners) and
the Publishing Agreement (signed by CSA and FAO) were linked
because of the cross references which existed between the two
documents. The Partnership Agreement will refer to the new
Publishing Agreement as of 1 January 2000.
6.5 ASFA Publishing Agreement
This Agenda item was preceded by a demonstration by Mr McGinty
(president of CSA) of the ASFA Internet Database Service (IDS),
which is being offered by CSA as a new minimum (and additional
entitlement) under the revised Publishing Agreement between CSA
and FAO. Mr McGinty showed a number of new features such as:
"Recent References", " Web Resources", and "Full Text Linking" (see
the CSA Report for details on these features, Annex-34).
The Board thanked Mr McGinty for the demonstration which was very
Dr Grainger (FAO) presented the ASFA Board with background and
summary information regarding the negotiations which had taken
place between CSA and FAO to renew the ASFA Publishing
Agreement (which expires at the end of this year). FAO’s negotiating
position was based on obtaining three points: to secure an effective and
sustainable mechanism for the dissemination of the ASFA database; to
increase the potential of the UN ASFA co-sponsoring Partners to
disseminate the database in developing countries; and to increase the
Royalties for further development of ASFA. He mentioned offers from
other publishers to produce ASFA, and FAO’s decision to develop an
improved arrangement with the present publisher.
During the intersessional period, the first draft of the Agreement was
reviewed by FAO Legal Counsel, FAO Sales and Marketing Service,
and the working group (Ms Cameron, Ms Noble, and Ms Beattie) that
was nominated at the last ASFA Board Meeting to assist FAO in
negotiating the Agreement.
Dr Grainger noted that the main discussion between CSA and FAO
concerned paragraph 5 (Entitlements), paragraph 6 (Royalties) and
Distribution rights (i.e., the possibility of FAO becoming a sales
outlet for the ASFA products). FAO tabled a document containing
paragraphs 5, 6 and Exhibit-F (Annex-35) and requested the Board to
accept the Agreement in principle. The changes to the remainder of the
Agreement were not substantive and consisted of editorial changes,
and updating of outdated parts.
Dr Grainger reviewed the changes in paragraphs 5, 6, and Exhibit-F of
the Publishing Agreement that had been negotiated between CSA and
Entitlements - under the new Publishing Agreement, all of the ASFA
Partners will have the right to the following entitlements:
r Basic Minimum Entitlement - All Partners, contributing from 1
to 250 records, will receive:
- One single user SilverPlatter ASFA CD-ROM.
- One set of the ASFA journals (ASFA-1, 2, 3,
Aquaculture Abstracts and Marine Biotechnology
- One subscription to the ASFA Internet Database
Service (which includes unlimited access to an
institution and no simultaneous user restrictions within
the Partner's organization).
Note: If a Partner does not have internet connectivity, it
may opt for another CD-ROM in place of the Internet
r Additional Entitlements begin to accrue after the first 250
records. For the purpose of calculating these additional
entitlements, the value of the ASFA products has been defined
in terms of numbers of ASFA records (see Exhibit-F of the
Publishing Agreement). For example, a full set of the ASFA
journals is valued at 165 records and an ASFA CD-ROM is
valued at 250 records. This approach to determining
entitlements (i.e. linking the number of records to the "purchase
price" of products) protects the purchasing power of Partners
Referring to paragraph 5.4h and the use of the database by Partners,
the terms have not changed with regard to the previous Agreement.
However, the UN Co-sponsoring Partners may now use the ASFA
database in their systems and on the Internet to provide services to
their constituents in developing countries.
Therefore, the basic minimum entitlement represents a substantial
gain over the previous Agreement for all Partners, and the "terms
for use" of the database by the UN co-sponsoring Partners have
Mr Sutton introduced paragraph 6 of the Publishing Agreement
(Royalties). He referred to the principles contained in paragraph 6.1 as
the basis of FAO’s negotiating position.
In general, the Royalty paid by CSA (which goes into the ASFA Trust
Fund) will increase from 5% to 10%.
For the ASFA CD-ROM, the Royalty will increase from 5% to 10%.
Unlike the last Agreement, there will be no reduction in the Royalty
for the first US$ 100 000 of sales since CSA has now recouped
development costs for the CD-ROM product).
For the ASFA journals the Royalty will increase from 5% to 10 %
following the sale of the first 100 of each product. The reason the
Royalty starts to accrue after the sale of the first 100 units of each
product is because the distribution costs continue to be high.
The charging for online database use is no longer based on connect
hour because of the change in charging practices by online vendors.
The Royalty is 10% of revenues derived from online services to non-
For the Internet Database Service, the Royalty payment is 5% of net
revenues for the first
US$ 335 000 (to allow CSA to recoup development costs) and 10% of
net revenues derived thereafter.
With this new Royalty schedule, contributions to the ASFA Trust Fund
are expected to be well in excess of US$ 100 000 for the year 2000
payment compared to this year’s (1998) payment of US$ 80 000).
There was discussion on the following points:
r IOC expressed its appreciation for the flexibility of the
Agreement with regard to making ASFA available to
developing countries but called on the Partners to use this
flexibility in a balanced manner, keeping in mind the
sustainability of the product and the Partnership.
r In the Agreement, usage of the ASFA database by the UN
Partners makes reference to "developing" and "Low Income
Food Deficit Countries". The UN Partners agreed to produce
a new Exhibit to the Agreement defining the above terms and
establishing a list of countries to which the Agreement may
make reference. PIMRIS requested that Independent and
Pacific Island Countries be included in the List, since many fall
under Low Income Developing Countries, but not necessarily
Regarding the IDS service as part of the minimum entitlement and the
reference to "multiple-simultaneous access" at a "single site", Partners
requested clarification on the meaning of the terms "single site" and
"organization". In other words, to what extent could a Partner
distribute its ASFA database entitlement to units of the same
organization via the Intranet. CSA stated that usually a site consisted
of one or more buildings in vicinity to each other, however there could
be exceptions in which buildings were widely separated, but this
would depend on the degree of usage of each of the separate units and/
or the economic status of the organization (i.e. located in a developed
or developing country). The Partners requested that definition of
Organization be inserted in the Agreement. FAO and CSA agreed to
r Regarding the use of the IDS service in Africa, and the
requirement to identify registered users by their IP address, IOC
stated that Internet access in many developing countries is
through private Internet service providers via dynamic Internet
Provider (IP) addresses. In this case, CSA agreed to find a way
around this problem such as possibly opening its site to such a
user (i.e., without a static IP) from a designated country, based
on the country suffix contained in their address.
r Regarding additional entitlements, some Partners requested a
mechanism which would allow them to acquire additional
entitlements even when they did not have the full required
number of records to acquire the entitlement (i.e. by making up
the difference through payment). CSA suggested that the
Partner make every effort to earn the additional entitlement by
completing the required number of records. However, CSA
agreed that some negotiation would be possible.
r Regarding Exhibit-F, FAO and CSA agreed to add the missing
" ___ records equals one 1-4 user network SilverPlatter CD-
ROM 1988-present" and to correct the typographical error in
the second item (ii) which should read: " 1988-present".
r Regarding the minimum and additional entitlements, Ms
Crampton (NISC) would like to be able to provide "semi-
complimentary" copies of the NISC ASFA CD-ROMs as
entitlements. Partners would only pay for those records not of
ASFA origin. NISC stated that this offer would only be
possible if CSA agreed to renounce on the Royalty that it
receives from NISC for use of the ASFA database in their CD-
ROM. The Board agreed that if there was adequate Partner
interest in the NISC product and provided CSA and NISC could
reach an agreement on the question of Royalty, then the FAO
should proceed in adding the NISC CD-ROM product to the list
of minimum entitlements contained in Exhibit-F.
NISC offered free, one month evaluation of the NISC
products. Partners are to contact NISC to arrange for receipt of
the products directly and to notify the Secretariat by 30
September 1999 of their interest in obtaining NISC discs as
The Board voted unanimously to accept in principle the Publishing
Agreement between CSA and FAO for 2000-2003 (four years).
7. ASFA SCOPE, COVERAGE, MONITORING AND
The Chair introduced this Agenda item by referring to action items 24,
25, 36 from last year's Board Meeting:
24. CSA and NOAA agreed to investigate ways of locating
electronic journals and other information sources on the
Internet and means for including the records in ASFA. A draft
of their recommendations will be circulated to Partners via
CSA tabled a paper entitled "Locating & Citing Electronic Journals
from the Web" (ASFA/99/48) as a basis for discussions. CSA agreed
to send it to Partners via the ASFA-Board-L Listserv, and the
Partners agreed to make comments by the end of September 1999. A
working Group was established (CSA, NOAA, BF) to consider the
matter during the intersessional period.
25. Regarding some core journals appearing in ASFA without
abstracts, CSA agreed to consider the preparation of abstracts
for the papers contained in these journals to conform to the
ASFA policy which requires abstracts for most records
(particularly for core aquatic science publications). (pg.9).
CSA reported that it was doing this.
36. The Board agreed that Partners would identify core and
non core titles on their monitoring list in their responses to Ms
Wibley’s study. FAO stated that it would add a field to the
master file to indicate core and non-core titles. (pg.11).
The Board agreed to continue to send such core titles to FAO.
Regarding the discrepancy between the input statistics reported in the
BF Report and CSA’s records, BF agreed to send an explanation
concerning the discrepancies for inclusion in the final Report.
Regarding the discrepancies (i.e., missing records) reported by
IFREMER between the ASFA CD-ROM and the ASFA tapes for the
years 1992 and 1994, CSA did not know the reason for the
discrepancies. CSA agreed to investigate the matter and when
possible to rectify the matter when the tapes were reloaded and the CD-
ROM was remastered.
Regarding the input of documents within the scope of ASFA, but
published in journals which were outside the scope of ASFA (e.g., a
fisheries paper appearing in a sociology journal), CSA agreed to
search Sociology Abstracts to get an idea of the number of records and
quality that are involved in such an exercise. Partners were encouraged
to adopt a similar strategy wherever possible.
8. ASFA PRODUCTS AND SERVICES
8.1 Quality of Outputs
8.1.1 ASFA Journals, CD-ROM and Database (see Annex-40 for
list of 1999 prices)
The Chair introduced this Agenda item by referring to action items 35,
38, 1 from last year's Board Meeting:
35. The Board agreed that CSA should allow records to go
into the magnetic tape and IDS versions of ASFA as soon as
they are processed. (pg.11 of last year’s Board Meeting).
CSA reported that this was done.
38. Regarding the difficulty in replacing corrected IOC records
sent to CSA, CSA has agreed to replace these records now that
Ms Wibley has supplied the accession numbers. (pg.11 of last
year’s Board Meeting).
CSA reported that this was done.
1. CSA agreed to review the situation of pricing of the ASFA
CD-ROM with SilverPlatter and NISC.
CSA reported that it had investigated the matter and that SilverPlatter
was still offering the stand alone version of the ASFA database in
Germany and that the pricing of the 1-4 network user version would be
phased in over a three year period. BF mentioned dissatisfaction with
the SilverPlatter marketing in Germany. CSA agreed to follow up on
Regarding the CD-ROM delivery schedule, CSA agreed to post the
schedule on their Web site.
Dr Romanov (YugNIRO) tabled a paper regarding the representation
of special characters in the ASFA products (Annex-44). He did not
feel that complex equations were easily understood when read on the
CD-ROM. He suggested that ways to simplify these equations be
BF suggested use of UNICODE or HTML to represent special
characters, and CSA agreed to investigate the use of HTML.
Regarding the use of diacritical marks, CSA reported again that the
ASFA CD-ROM producer and Dialog were not in a position to publish
diacritical marks. NISC mentioned that the NISC CD-ROM did
accommodate the diacritical marks. In the mean time, Partners may, if
they desire, submit their input to CSA with diacritical marks.
Regarding the desire of CSA to produce the ASFA tapes in Dialog B
format instead of ISO 2709, CSA agreed to move cautiously on this
matter and not without the consent of the ASFA Partners since
ISO2709 format is an international exchange format. CSA agreed to
prepare a study comparing the two formats, and circulate it to Partners.
8.2 New Outputs and Services
BF reported on its copy of the ASFA database (1975-present) now
mounted on the ZADI Web site. BF would like to make this database
available to all Partners for searching, for example, to produce
statistics on ASFA database content.
CSA expressed concern that it would jeopardise its Internet Service
and therefore preferred that BF did the searches for Partners only when
FAO suggested that Partners think of ways to utilize the BF database
creatively. DFO suggested one such use could be to create thesaurus
term frequency lists.
Regarding the Guidelines for selection of material for input to ASFA
(Scope, Coverage, Monitoring) which was included as Annex-2 of the
1998 Board Meeting Report, the Board agreed that FAO should
circulate these Guidelines to Partners so that they could assist in its
FAO suggested a directory of ASFA Partners which would provide
information about each Partner, including resources and expertise that
could be shared. NOAA suggested that their Directory of NOAA
libraries be used as a model for the ASFA Directory.
8.3 Public Relations Activities and Marketing
PML requested from CSA customer information regarding ASFA CD-
ROM subscribers in the UK. PML would use this information to direct
requestors external to PML to local institutes where they would have
more convenient access to ASFA. CSA agreed to provide the
subscriber information, but only on a case by case basis noting the
proprietary nature of this information.
8.4 Partner Entitlements
Discussions were limited under this item, because the matter was
included in the discussion of the Publishing Agreement.
Regarding the request by IFREMER for additional free ASFA CD-
ROMS (beyond its free entitlement) for installation aboard French
research vessels for publicity purposes, the Board agreed that
additional free copies could not be made available to IFREMER for
Regarding the trading of entitlements between Partners, the Partners
agreed to respect the terms of the Publishing Agreement which
prohibits such exchanges.
8.5 Increasing Distribution of ASFA Information Products and
FAO presented a brief summary of the Report by Ms Cochrane
(Annex-41) which describes the progress of the project to supply CD-
ROMs to institutes in the Low Income Food Deficit Countries
(LIFDC) of Africa which was introduced at last year’s Board Meeting.
To date, ten [18 as of 28 June 1999] Institutes have been identified.
The consultant, in collaboration with IOC, will now concentrate on
contacting those Institutes which did not respond to FAO’s first letter
9. PROGRESS WITH MACHINE READABLE INPUT
Mr Pissierssens presented a demonstration of "ASFAmaker" which is
based on Filemaker Pro, an inexpensive, easy to master, off-the-shelf
database management software for creating, storing, and searching
records in the Windows environment. The rational behind the
introduction of this alternative solution to CDS-ISIS was the uncertain
future of the DOS based CDS-ISIS and the steep learning curve
necessary to master the CDS/ISIS software and the application
Although the FAO systems analyst was not present at the Board
Meeting, FAO provided a brief summary of the planned co-operation
with AGRIS in the development of a joint software interface for data
input and querying.
The Board discussed the feasibility of one standardized software for
ASFA input or various software input options. Most of the Board
Members were of the opinion that a one software solution would be
more manageable and would provide a common point of reference for
the Partners. Regardless of the choice of software, the inclusion of
verification utilities was considered essential.
A brief survey of the Meeting participants showed that a majority of
them use ASFISIS for ASFA input , as well as CDS/ISIS for library
and database management.
The Board recommended that FAO continue its talks with AGRIS
regarding the joint software project. FAO agreed to provide the Board
with more precise and detailed information. The Board also
recommended that the option for ASFAmaker be kept open.
The Board agreed that the Partners should continue using the
ASFISIS (release-3) for the short term (i.e., next three years).
FAO agreed to investigate the inclusion in ASFISIS (release-3) of the
spell checker which has already been prepared by Dr DeSmet.
10. REPORT ON ASFA TRAINING ACTIVITIES
Four training sessions were held by FAO during the Intersessional
period. They are briefly described in section 11 of the FAO Report
which is contained in Annex-3.
During 1999, FAO will train Italy, Morocco, Tunisia, and perhaps
FAO again mentioned the problem of an increased workload on the
ASFA Secretariat as the Partnership grows. Should extra-budgetary
funds become available, they could be used to organize special
workshops or training courses to improve input quality which would
decrease the editorial workload of the ASFA Secretariat.
11. STATUS OF ASFIS REFERENCE SERIES PUBLICATIONS
11.1 ASFIS-1, Serials Monitored for the ASFIS Bibliographic
FAO reported that Ms Lombardi was still maintaining this file and that
she relied on the input of Partners.
FAO announced that the complete, updated ASFA Monitoring List (in
text format) is now available for viewing or downloading on the ASFA
Homepage [note: since this Meeting, the ASFA Monitoring List is also
available on the ASFA Homepage, in ISO2709 format, for
downloading and importing into the ASFISIS (release-3) software, so
as to replace the existing superseded list].
11.2 ASFIS-2, Subject Categories and Scope Descriptions
The intersessional Working Group (IOC, NOAA, FAO, CSA, BF)
which was established at the last ASFA Board Meeting to investigate
the need for new categories and the elimination of unused categories
reported no action. The Board agreed to maintain the Group with
NOAA as the Chair.
11.3 ASFIS-3, Guidelines for Bibliographic Description
Revised during the 1997-98 intersessional period by Ms Lombardi and
Ms Wibley, these Guidelines were distributed together with the
ASFISIS (release-3) software. The Board thanked Ms Lombardi and
Ms Wibley for their efforts.
11.4 ASFIS-4, Guidelines for Abstracting
11.5 ASFIS-5, Guidelines for Indexing
FAO reported that both of these Guidelines have still not been
finalized although an "update sheet" was issued with the ASFISIS
11.6 ASFIS-6, Aquatic Sciences and Fisheries Thesaurus
FAO reported that the revised ASFA Thesaurus had finally been
released in the form of a pick-list with the ASFISIS (release-3)
Ms Cameron led the discussions on outstanding Thesaurus issues:
printing, translation, and maintenance.
Ms Cameron explained that it was not possible to print the Thesaurus
with a full hierarchical display using the OECD thesaurus maintenance
software. She distributed a sample page of the "top term format" and
explained the display. The Board preferred the " one level" display.
Ms Cameron agreed to contact the Thesaurus consultant for a sample
listing of possible display formats. These formats will be circulated to
Partners for choice. Once a print format is chosen, FAO agreed to
print copies for Partners' use. When the Thesaurus has been fully
tested, CSA agreed to make an offer regarding the final bulk printing.
Some Board Members were in favour of translating the Thesaurus.
However, the problems of maintaining a multilingual thesaurus were
also recognised as perhaps being beyond the means of the ASFA group
in terms of expertise, time, money and effort. CSA agreed to report to
the Board the results of a project now underway for the translation of
an in-house authority list into Spanish by a commercial company.
NISC is investigating the translation of the Thesaurus in Spanish.
In any case, any eventual translation must await a stable English
Ms Cameron agreed to co-ordinate Partners comments regarding the
new Thesaurus and the Thesaurus Committee was revived (DFO,
CSA, FAO, BF, IFREMER).
11.7 ASFIS-7, Geographic Authority List
CSA has finished revising the list of geographic terms contained in
three years of annual ASFA geographic indexes. Not all of the ASFA
Partners have replied to the CSA request, made at last year's Board
Meeting, for comments on the terms related to their countries or seas.
CSA will send the list to FAO, who will then distribute it to Partners
for inclusion in the ASFISIS picklist.
Much discussion followed on the need to make the pick-list either
thesaurus-like or searchable in ASFISIS (release-3). FAO agreed to
investigate the matter.
BF mentioned the BalticSeaWeb thesaurus of geographical terms and
the possibility of requesting the list in machine readable format for use
or incorporation into the ASFA Geographical List. The Board agreed
that BF should request this list and permission to use it from the Baltic
Commission. However, ASFA would be under no obligation to adopt
11.8 ASFIS-8, Taxonomic Authority List
The list of FAO Standard Common Names and Scientific Names of
Commercial Species is included as a pick-list in the ASFISIS (release-
3) software. Partners were requested for their comments.
11.9 ASFIS-9, Database User Guide
No action reported.
11.10 ASFIS-10, Authority List for Corporate Names
CSA reported that it sent the updated list to FAO in February-March.
FAO agreed to investigate the status of the List which is now with Dr
DeSmet for conversion from text file into ISO2709 format . When the
list is ready for inclusion in the ASFISIS (release-3) software it will be
sent to Partners.
11.11 ASFIS-11, Magnetic Tape Specifications and Record Format
CSA agreed to update this publication and to provide side-by-side
comparison of the ISO2709 exchange format and the Dialog B format.
12. EXPANDED LANGUAGE CAPABILITY IN ASFA
FAO reported that starting with ASFISIS (release-3) it was now
possible to submit two abstracts, one English and one non-English, to
CSA for inclusion in the ASFA database. However, only the English
abstract will appear in the printed journal. Although the possibility of
submitting only a non English abstract exists, Partners are strongly
recommended to include an English abstract.
CSA agreed to monitor and report at the next Board Meeting the
number of records with only non-English abstracts.
13. ASFA TRUST FUND
13.1 Status of the ASFA Trust Fund
FAO introduced this agenda item and reviewed the information
contained in Annex-38. The balance in the Trust Fund account is US$
174 494.51. CSA deposited US$ 80 003.75 in Royalties for 1998 and
BF deposited US$ 86.00. See Annex-37 for calculation of CSA
13.2 New Proposals
The Board discussed the following proposals:
13.2.1 (FAO proposal) Staff Support to ASFA Secretariat
The Board agreed to this proposal (Annex-39) for the period January
2000 to December 2000. The Board agreed to increase the proposal
by US$ 5 000 to US$ 31 460 FAO agreed to amend the wording of
item 4 of the "terms of reference" to read: "Assisting in the
development/testing of emerging input software".
The Board agreed that the proposal will be reviewed at the next
Meeting for the year 2001.
13.2.2 (BF proposal) Improvement of the ASFA Database
The Board agreed to this proposal (Annex-18a) to clean the entire
ASFA database of duplicate records, systematic errors, misspelt
descriptors etc. FAO would receive a copy of the entire edited
(cleaned) database. CSA requested a copy of this file for inclusion in
its Internet Database Service. The file would also be made available
for remastering the ASFA CD-ROM and reloading the ASFA
database. The proposal is for up to US$ 15 000
13.2.3 Request for Training from Kenya Marine and Fisheries
Research Institute (RECOSCIX-WIO)
The Board agreed to this proposal in principle. FAO and Kenya
agreed to draft the terms and costs of the proposal for submission to
the Board for approval via ASFA Board-L.
13.3 Proposals underway, pending further discussion, and
13.3.1 Chinese proposal sub-project-1, Identification of ASFA
information users and suppliers in China (see Annex-9 of 1994
ASFA Board Report)
Mr Yang Ying tabled the completed Directory. The formal publication
of the Directory will take place the end of the year. All Partners will
then receive a copy. FAO agreed to proceed with the payment for this
The Directory is also available electronically online as part of the
IOC’s GLODIR (Global Directory of Marine and Freshwater
professionals) at URL address (http://ioc.unesco.org:591/glodir). IOC
thanked China for allowing IOC to make the Directory available
13.3.2 A Systems Analysis Specification for a Windows-based Data
Although this proposal (see Annex-42 of 1998 Board Report) was
approved, no contract was signed to carryout the work. Dr DeSmet felt
that there was uncertainty concerning the platform for the development
of the next version of ASFISIS (i.e., Windows-DLL based WEB-
based) and that this issue needed resolution before the systems analysis
specification could be done. The Board agreed to suspend this
proposal and return the funds (US$ 10 000) to the Trust Fund Balance.
See Agenda item-9 and FAO Report (Annex-3, pg.10) for discussions
regarding this matter.
13.3.3 Supporting Attendance to Board Meeting (see Annex-7 of
1998 Board Report)
The Board agreed to increase the total for this for this proposal to US
$ 15 000 for the year 2000 Meeting.
13.3.4 Conversion of ASFA Printed journals into machine
readable format... (see Annex-11 of 1998 Board Report)
The Board agreed to the proposal to convert the 1971-1974 ASFA
printed journals into machine readable format. The Board agreed that
NIO shall carry out the work to convert the 1974 journals, which will
consist of keying the bibliographic citations and the abstracts. The
indexing terms will not, at this time, be converted. The proposal is for
US$ 15 000.
With the experience gained from this exercise, next year it is
envisaged that the Chinese ASFA Partner shall carry out the same
work for the 1973 printed journal.
Regarding the inclusion of the indexing terms, BF agreed to
investigate the possibility of scanning the annual indexes. CSA could
then compare these terms against the ASFA Thesaurus terms to
identify valid descriptors and the remaining terms would be designated
as identifiers. Finally, the indexing terms and the identifiers could be
merged with the parent bibliographic citation and abstract via the
corresponding abstract numbers.
Regarding the inclusion of the abstracts in the ASFA machine readable
records for the years 1975-1977 (about 45 000 records), CSA and the
Chinese Partner agreed to investigate the possibility of keyboarding
this material offshore (i.e., outside the USA) and to notify the ASFA
13.3.5 - Extension of ASFA Potential in Lithuania (see 1998 Board
Report, Annex-16A) - Completed.
13.3.6 (UK) The Coverage of Fishery Economics and Related
Subjects in ASFA ... (Annex-18 of 1998 Board Report)
PML reported that progress was underway (e.g., questionnaires have
been sent out to experts in the field, databases were being searched). A
report on the results of the project is foreseen for August.
13.3.7 (Ukraine) Provision of ASFA Centres in former USSR with
reference material for input
This proposal was for the translation into Russian of the ASFA
Guidelines. Originally, budgeted at
US$ 2 500 this proposal was increased to US$3,500 to accommodate
an additional publication and the doubling in size of another. For
administrative reasons, FAO has not yet been able to issue a contract.
13.3.8 Convert 500 Records from PIMRIS database into ASFISIS
format (US$ 3 500)
PIMRIS reported that they hoped to send ASFA records to FAO
during the later part of the year.
14. OTHER BUSINESS
BF suggested that the Board consider projects and/or strategies that
will lead ASFA into the next millennium. The Board agreed to
establish a long term planning group made up of members from: BF,
CSA, DFO, FAO, and IOC.
15. PLACE AND DATE OF NEXT MEETING (see Annex-45 for
list of past ASFA Meetings)
Mr Tapaswi reiterated the offer made at the last ASFA Board Meeting,
by the National Institute of Oceanography (NIO), National Information
Centre for Marine Sciences (NICMAS) located in Dona Paula, Goa
(India) to host the year 2000 ASFA Advisory Board Meeting (which
marks the 30th Anniversary of ASFA).
Ms Marisela Ceballos (CIP) also extended an invitation to have the
ASFA Board Meeting in Cuba.
The Board thanked both India and Cuba for their offers.
The Board agreed to meet in the year 2000 in India at the National
Institute of Oceanography (NIO).
NIO agreed to provide the Board via ASFA-Board-L possible meeting
dates in March and September. Board Members will be asked to
indicate the preferred date.
On behalf of the Board, the Chair thanked Ms Beattie (NOAA) for
local arrangements and for the assistance of the NOAA Library staff
during the Meeting, and CSA for their hospitality.
The Board thanked the Chair and Rapporteurs.
LIST OF PARTICIPANTS
UN CO-SPONSORING ASFA PARTNERS
Messrs R. Grainger, J. Cort
R. Pepe and R. Sutton
Food and Agriculture Organization of the United Nations (FAO)
Fishery Information, Data and Statistics Unit (FIDI)
Viale delle Terme di Caracalla
00100, Rome, Italy
Tel: (39) (6) 570 54828 (R.Grainger) firstname.lastname@example.org
Tel: (39) (6) 570 54729 (J. Cort) email@example.com
Tel: (39) (6) 570 56380 (R.Pepe) firstname.lastname@example.org
Tel: (39) (6) 570 55787 (R.Sutton) email@example.com
Fax: (39) (6) 570 52476
Mr P. Pissierssens
Intergovernmental Oceanographic Commission (IOC)
1 rue Miollis
75732 Paris Cedex 15, France
Tel: (33) (1) 45 68 40 46
Fax: (33) (1) 45 68 58 12
Mr R. Gruszka
Senior Ocean Affairs & Law of the Sea Officer
United Nations Secretariat
Division for Ocean Affairs and
the Law of the Sea (UN/DOALOS)
Office of Legal Affairs, Room DC2-414
2 U.N. Plaza
New York, N Y 10017, USA
Tel: (1) (212) 963 3926
Fax: (1) (212) 963 5847
INTERNATIONAL ASFA PARTNERS
Ms M. Ovens
International Council for the Exploration
of the Sea (ICES)
DK 1261 Copenhagen K, Denmark
Tel: (+45) 33 15 42 25
Fax: (+45) 33 93 42 15
Mr G. Rao
Pacific Islands Marine Resources Information System (PIMRIS)
Marine Studies Programme
University of the South Pacific
P.O. Box 1168
Suva, Fiji Islands
Tel: (679) 313 900 Ext. 2284 or 212284
Fax: (679) 301 490 or (679) 300 830
NATIONAL ASFA PARTNERS
Ms H. Cameron
Fisheries and Oceans Canada
Library Policy and Services
200 Kent Street K1A OE6
Ottawa, Ontario, Canada
National Research Council Canada
Building M-55, 1200 Montreal Rd.
Ottawa ON K1A 0R6, Canada
Tel: (613) 993-2926
Fax: (613) 990-4901
CHINA, PEOPLE'S REPUBLIC
Mr Yang Ying
National Marine Data and Information Service (NMDIS)
State Oceanic Administration (SOA)
93 Liuwei Road, Hedong District
Tianjin 300171, People's Republic of China
Tel: (86) (22) 24214161 Ext. 3901
Fax: (86) (22) 2430 44 08
Ms Marisela Hernandez Ceballos
Centro de Investigaciones Pesqueras (CIP)
Ministerio de la Industria Pesquera (MIP)
5TA, Ave. Y 248
Barlovento, Habana, Cuba
Tel: (537) 297875/298066
Fax: (537) 331534/249827
Ms. M. Kalenchits
Estonian Marine Institute
Tel: +372 6 281 561
Fax: +372 6 281 563
Ms J. Prod'homme
Institut français de recherche pour
l'exploitation de la mer (IFREMER)
Service de la documentation et des bibliotheques
Centre de Brest, B.P. 70
29280 Plouzane, France
Tel: 33 298 22 4019
Fax: 33 298 22 45 86
Dr W. Kirchner
Bundesforschungsanstalt fur Fisherei (BF)
Informations- und Dokumentationsstelle
D-22767 Hamburg, Germany
Tel: (49) (40) 38 90 51 40
Fax: (49) (40) 38 90 52 61
Ms S. Goulala
National Centre for Marine Research (NCMR)
Library, Documentation and Information Centre
GR. 16604, Ag. Kosmas, Eellenikon
Tel: (301) 9653520-22
Fax: (301) 9653522
Mr M. P. Tapaswi
National Institute of Oceanography (NIO)
National Information Centre for Marine Sciences (NICMAS)
Dona Paula, Goa 403 004, India
Tel: 91 -(0) 832 22 62 53 Ext.4276
Fax: 91 -(0) 832 22 33 40
Ms L. Kargaudaite
2055 Vilnius, Lithuania
Fax: (370-2) 62 50 36
Mr M. Odido
Kenya Marine and Fisheries Research Institute (KMFRI)
P.O. Box 95832
Tel: 254 11 47 25 27/254 11 475151-5
Tlx: 21115 Public MBSA (Att. KMFRI)
Fax: 254 11 47 51 57
Mr. H. Bjoerke
Institute of Marine Research (IMR)Nordnesparken 2
P.O. Box 1870 - Nordnes
N-5024 Bergen, Norway
Tel:(47) (55) 23 84 90
Tlx:42297 OCEAN N
Fax: (47) (55) 23 85 84
Ms Z. Brzeska
Sea Fisheries Research Institute (SFI)
ul. Kollataja 1
81-332 Gdynia, Poland
Tel: +48 58 620-17-28 (Library)/620-28-25 (Director)
Fax: +48 58 620-28-31
Tlx: 054348 mir pl
Dr V. Oresland
National Board of Fisheries
Institute of Marine Research (IMR)
S-45321 Lysekil, Sweden
Tel: +46 (0) 523-18734
Fax: +46 (0) 523-13977
Dr E. Romanov
Laboratory of Pacific and Indian Oceans Fish
Resources and Fishery Statistics
2 Sverdlov Street
334500 Kerch, Crimea, Ukraina
Tel: (380) (6561) 21065
Fax: (380) (6561)21572
Ms L. Noble
Centre for Coastal and Marine Sciences
Plymouth Marine Laboratory (CCMS/PML)
National Marine Biological Library
Library and Information Services
Plymouth PL1 2PB, United Kingdom
Tel: (44) (1752) 633 266
Fax: (44) (1752) 633 102
Ms Janice Beattie
National Oceanic and Atmospheric Administration (NOAA)
Library and Information Services Division
NOAA Central Library (SSMC3, 2nd floor)
1315 East-West Highway
Silver Spring, Maryland 20910, USA
Tel: (1) 301 713 2607 Ext. 1391315
Fax: (1) 301 713 45 98
PUBLISHING ASFA PARTNER
Mr J. McGinty, Ms A. Hitti, Dr C. Emerson
Cambridge Scientific Abstracts (CSA)
7200 Wisconsin Ave.
Bethesda, Maryland 20814, USA
Tel: (301) 961 67 00
Fax: (301) 961 67 40
Ms Margaret Crampton
National Inquiry Services Centre Pty Ltd. (NISC)
22 Somerset St, PO Box 377
Grahamstown 6140, South Africa
Tel: +27 46 6229698
Fax: +27 46 6229550
ABBREVIATIONS USED IN BODY OF REPORT
AGRIS International Information System for
Agricultural Science and Technology
ASFA Aquatic Sciences and Fisheries Abstracts
ASFIS Aquatic Sciences and Fisheries Information
ASFISIS Aquatic Sciences and Fisheries Integrated
Set of Information Systems (Micro CDS/
ISIS package for preparing ASFA input and
Bundesforschungsanstait fur Fischerei
CICH Centro de Información Cientifica y
CIP Centro de Investigaciones Pesqueras (Cuba)
CSA Cambridge Scientific Abstracts (ASFA
CSIRO Commonwealth Scientific and Industrial
Research Organization (Australia)
DFO Department of Fisheries and Oceans
FAO Food and Agriculture Organization of the
FISHLIT Database of fisheries literature produced by
JLB Smith Inst. of Ichthylogy (South Africa)
FTP File Transfer Protocol
GAL Geographic Authority List
HTML Hypertext Markup Language
ICES International Council for the Exploitation of
ICLARM International Center for Living Aquatic
IEO Instituto Español de Oceanografía (Spain)
IFOP Instituto de Fomento Pesquero (Chile)
IFREMERInstitut Français de Recherche pour
l'Exploitation de la Mer, Service de la
Documentation Bibliothèque Centre de Brest
IMR Institute of Marine Research (Norway)
IMR Institute of Marine Research (Sweden)
INIDEP Instituto Nacional de Investigación y
Desarrollo Pesquero (Argentina)
IOC Intergovernmental Oceanographic
IPIMAR Instituto Portugues de Investigacão Maritima
IUCN The World Conservation Union
JFRCA Japan Fisheries Resource Conservation
KMFRI Kenya Marine and Fisheries Research
LIFDC Low Income Food Deficit Countries
MEI Estonian Marine Institute
NCMR National Centre for Marine Research
NICMAS National Information Centre for Marine
NIO National Institute of Oceanography (India)
NISC National Information Services Corporation
NMDIS National Marine Data and Information
Service, State Oceanic Administration
(People's Republic of China)
NOAA National Oceanic and Atmospheric
PIMRIS Pacific Islands Marine Resources
Information System (Fiji)
PML Plymouth Marine Laboratory (UK)
SFI Sea Fisheries Institute (Poland)
UNAM Universidad Nacional Autonoma de Mexico
UN/ United Nations Division for Ocean Affairs
DOALOS and the Law of the Sea (UN-Secretariat, NY,
UNEP United Nations Environment Programme
VNIRO All-Russia Research Institute of Marine
Fisheries and Oceanography
YugNIRO Southern Science Research Institute of
Marine Fisheries and Oceanography
1. Opening of the Meeting
2. Administrative Arrangements
3. Election of Chairpersons and Rapporteurs
4. Adoption of the Agenda
5. Adoption of the Summary Report of the 1998 Meeting
5.1 Matters Arising
6. Status of ASFA Partnership
6.1 Report on the Inter-sessional Activities of ASFA Partners
6.1.1 United Nations Co-sponsors
6.1.2 ASFA Partners
6.1.3 ASFA Publisher (CSA)
6.1.4 Standard Report Elements to include in Partners
6.2 New and Potential ASFA Partners
6.2.1 Admission of new partners
6.2.2 Consideration of potential partners
6.3 Co-operation with AGRIS
6.4 ASFA Partnership Agreement
6.5 ASFA Publishing Agreement
7. ASFA Scope, Coverage and Monitoring and Timeliness
8. ASFA Products and Services
8.1 Quality of Outputs
8.1.1 ASFA Journals, CD-ROM and Database
8.2 New Outputs and Services
8.3 Public Relations Activities, Marketing
8.5 Increasing Distribution of ASFA Information Products and
9. Progress with Machine Readable Input
10. Report on ASFA Training activities
11. Status of ASFIS Reference Series Publications
12. Expanded language capability in ASFA
13. ASFA Trust Fund
13.1 Status of the Trust Fund
13.2 New Proposals
13.3 Proposals underway, pending further discussion and
14. Other Business
15. Place and Date of Next Meeting